Digital Receipts: Avoid Errors for Tenants in Germany

Many tenants in Germany face the challenge of submitting digital receipts for service charges or repair reimbursements correctly. Errors in receipt inspection or incomplete evidence can delay or lead to denial of reimbursements. This guide explains step by step which documents are important, how to store receipts legibly, meet deadlines and observe formal requirements under § 535 BGB^[1] and the Operating Costs Regulation^[2]. You will also learn which official forms are relevant, when a letter to the landlord is sufficient and when going to the local court is sensible^[3]. The aim is to empower tenants to avoid common mistakes and assert legally sound claims for reimbursement. We provide practical templates, deadline tips and explain how photos, invoices and digital payment proofs function as evidence.

What is digital receipt inspection?

Digital receipt inspection means that as a tenant you present invoices, receipts, photos or transfer proofs electronically or transmit them by e‑mail. If your landlord accepts this, digitized copies are generally considered proof as long as authenticity and completeness are recognizable.

Common mistakes and how tenants avoid them

• Illegible scans or photos: Ensure good lighting, complete edges and readable amounts.
• Incomplete invoice details: Check that sender, date, invoice number and service are clearly stated.
• Wrong amount allocation: Mark which share applies to your flat (e.g. heating costs).
• Missing deadlines: Submit receipts within deadlines set by the landlord to avoid rejections.
• Missing assignment to the apartment: Add copies of the lease or meter readings so the receipt can be clearly assigned.

Forms, deadlines and evidence

There are no uniform federal forms for many steps, but certain templates help: a payment reminder, a formal request for account correction or a termination letter. If out-of-court steps fail, lawsuits at the local court are possible; the deadlines of the Code of Civil Procedure apply. Always check which deadline your lease or the billing specifies before filing.

• Payment order (Mahnbescheid): Use the official court form as an initial step for unpaid claims.
• Termination letter template (if needed): Keep written templates ready and observe form and deadline requirements.
• Evidence: Secure photos, invoices, transfer receipts and correspondence and file them chronologically.

Practical tips for digital filing

• Standardize filenames: Date_Sender_Amount (e.g. 2025-06-01_Carpenter_120.50).
• Store deadlines in calendars with reminders, especially for objection or resubmission deadlines.
• Keep payment receipts at least until final settlement, ideally digitally and backed up to the cloud.
• Keep a short log documenting date, recipient and purpose of each submission.

FAQ

Can I submit digital copies instead of originals?

Yes, in many cases digitized copies are permissible if date, amount and issuer are clearly identifiable and no manipulation is apparent.

What if the landlord refuses a reimbursement?

Request a written justification, present the documents systematically and consider legal action at the local court.

Which deadlines must I observe?

Observe deadlines in the lease and statutory deadlines under the Code of Civil Procedure; missed deadlines can jeopardize claims.

How-To

1. Digitize receipts immediately: Scan or photograph invoices upon receipt.
2. Check and complete: Verify that date, invoice number and service are clear.
3. Sort and name: Create a folder structure and name files consistently.
4. Communicate in writing: Send receipts by e‑mail and keep proof of sending.
5. If disputed: Submit complete documents to the local court or use mediation before filing a suit.

Help and Support / Resources

• BGB § 535 — Civil Code (landlord obligations)
• BetrKV — Operating Costs Regulation
• Federal Ministry of Justice — information on the court system

1. [1] Bürgerliches Gesetzbuch (BGB) § 535 — gesetze-im-internet.de
2. [2] Betriebskostenverordnung (BetrKV) — gesetze-im-internet.de
3. [3] Federal Ministry of Justice — courts and justice system